MINUTES OF BOARD MEETING
Held at the Club Rooms
Monday the 27th of March 2012
Attendees: K. Heagney – Secretary, S. Biar – Chairman, P. Ingvarsson – Board Member, L. Myers as proxy for P. Marshall – Bowls President, L. Hunter – Treasurer, J. Lane – Vice Chairman, P. Lalor – Golf President.
Apologies: W. Lock

1. Chairman Simon Biar opened the meeting at 7:20pm.

2. Business arising:
I. None.
II. Motion to approve last meeting minutes, moved S. Biar, seconded P. Ingvarsson, carried.

3. Correspondence In:
I. NEC Broadband for Seniors – software updates received which will upgrade the computers and allow to attach a printer.
II. Yalambie Sprinklers – Quote to upgrade sprinkler heads for the Road green and controller. Simon to follow up with additional quotes.
III. Bayside Council – Food registration certificate.
IV. Bayside Council – requesting certificates of currency for Club insurances. Kevin to follow up and provide to Council.
V. Bayside Council – Survey and Club submission for use of the park land occupied by the Club. Simon and Kevin to follow up.
VI. Email from Goldberg Abrahams, Club auditor, responding to Email from Simon regarding status of audit.
VII. Letter from Goldberg Abrahams with audit documents for approval and signatures.
VIII. Email from Vic Health – unsuccessful grant application advice.
IX. Letter from Elsternwick Park Ladies Golf Club thanking our Club for the invitation for limited honorary membership.

4. Correspondence Out:
I. Email from Simon to Goldberg Abrahams regarding audit.

5. Bowls Report:
I. None.

6. Golf Report:
I. Elsternwick Cup – won by Peter Lalor.
II. Pennant starts next Sunday for the next eight weeks, division 5
III. Club requires new score cards with sponsorship. Simon and Liam to follow up.

7. Greens Report:
I. None.

8. Functions and Sponsorship Report:
I. None

9. Treasurers Report:
I. Bills are paid and all income is banked and up to date, balance of trading account approx $73k.
II. Will have $10k available to add to the green replacement term deposit account when it matures in May.
III. Liam is reviewing all account procedures and processes for the Club and will have recommendations for consideration, including banking and auditing.

10. Membership Secretary Report:
I. Membership procedure being prepared by Kevin is in progress.
II. New Members: Barry Kelly, Allan McAuliffe, Glen Cook.

11. General Business:
11.1 Front Fence Banners – Bayside Council will not allow permanent banners promoting the Club on the front fence or the shelters behind the front fence. Will allow short term temporary banners only after Club makes an application which they approve. Club will not be proceeding with previous plans for the banners on the shelters.
11.2 Cub uniforms – James Lane and Peter Lalor will proceed with Liam to arrange new uniform for golf pennant players. Still awaiting bowls section to provide their input for a suitable design.
11.3 Sharepoint Solution computer system- process is in progress, Golf and Bowls sections have provided their submissions for the process.
11.4 Discussions are ongoing with Bayside Council regarding the lease, there have been some concessions but there are still a few points to be resolved.
11.5 Kitchen Dishwasher requires some maintenance, approx. $1700, replacement unit would cost about $7000. Simon to follow up additional repair quotes.
11.6 Council have advised they will consider replacement of the two small tool sheds, behind the water cooler, with one shed, as maintenance upgrade and possibly not requiring a building permit.

NEXT MEETING: Tuesday 1st May 2012 @ 7:00pm
MEETING CLOSED @ 8:30pm

MINUTES OF BOARD MEETING
Held at the Club Rooms
Monday the 20th of February 2012

Attendees: K. Heagney – Secretary, S. Biar – Chairman, P. Ingvarsson – Board Member, P. Marshall – Bowls President, L. Hunter – Treasurer, J. Lane – Vice Chairman, P. Lalor – Golf President, W. Lock – Board Member.

1. Chairman Simon Biar opened the meeting at 7:45pm.

2. Business arising:
I. None.
II. Motion to approve last meeting minutes, moved S. Biar, seconded J. Lane, carried.

3. Correspondence In:
I. Bayside Council – Lease agreement for review. Simon and Kevin to review and reply.
II. Foster’s increased price list. Bar prices updated as per pricing policy.
III. Letter of resignation from Keith Steinhardt, for personal and health reasons. Will be missed from division 7 bowls.
IV. Email from Amos Bush – requesting recompense for medical expenses of injuries incurred as a result of fall by Michael Bush. Kevin to forward claim to insurance company.
V. Institute of Chartered Accountants – letter acknowledging receipt of Club’s complaint regarding auditor.
VI. Comlaw, solicitor acting for Auditor, requesting payment of auditor’s account.
VII. Comlaw, solicitor acting for Auditor, have commenced court action to enforce payment of auditor’s bill.
VIII. NEC Broadband for seniors – extension of agreement. Documents signed by Simon with Kevin to post.

4. Correspondence Out:
I. Email to Leisure Management Services regarding the danger of overhanging tree branches from the golf course.

5. Bowls Report:
I. Bowls committee Annual General Meeting will be in June on a date to be advised.
II. Request the Board meeting minute be posted on the notice board.
III. Treasurer, Fay Scott, has resigned from the position.
IV. Elsternwick Club have requested access to Club greens from March to the end of April, during which time their green will be renovated. Motion ‘That Elsternwick Club bowlers have reciprocal rights during their green closure, March to April, and to pay any green fees to Elsternwick Park.’ Moved P. Marshall, seconded P. Ingvarsson, carried. P. Marshall to write a letter of confirmation to Elsternwick Club.

6. Golf Report:
I. Elsternwick Cup – first major tournament has commenced.
II. Two new members
III. A request has been received from the Elsternwick Park Ladies Golf Club, requesting use of the Club House as guests of the men’s Golf Club. Motion ‘Honorary membership be extended to Elsternwick Park Ladies Golf Club until June 30th 2012’ moved S. Biar, seconded P. Lalor, carried.

7. Greens Report:
I. Road green is in good condition and will remain open until the end of April. Club green is going alright, there are a couple of small bumps that have to be
worked on over the off pennant season.

8. Functions and Sponsorship Report:
I. None

9. Treasurers Report:
I. Bills are paid and all income is banked and up to date.

10. Membership Secretary Report:
I. Membership procedure to be prepared to ensure accountability through section committees and treasurer. Kevin to action.
II. Pro- Rata membership – confirming that Bowls is 50% of fees from January 1st. Motion ‘Golf pro-rata membership be – 50% of fees from January 1st to March 31st then $10 per month plus the next year fee’. Moved P. Lalor, seconded W. Lock, carried.
III. New Members: Max Roberts, Michael Coates, Scott Vandenberg, Kate McLoughlan, Christopher McCauliff, Peter McGee, Andre Bonnici.

11. General Business:
11.1 Auditor – Response from the Institute of Chartered Accountants found that there will be no disciplinary action against Goldberg Abrahams. They did find that the Club complaint was justified. Motion ‘Board of Management authorises Club solicitor to negotiate settlement of Goldberg Abrahams account with Comlaw and to allow Club legal fees up to $500’. Moved S. Biar, seconded W. Lock, carried.
11.2 Motion ‘To call a Club Special General Meeting, two months from notice to members, to determine position of Club auditor’. Moved S. Biar, seconded P. Lalor, agreed.
11.3 Banners for front fence. Item 11.3 from last meeting, will be followed up by Simon.
11.4 Club uniforms – James will meet with Bowls committee in light of recent advice by Bowls Victoria.
11.5 Golf committee has proposed that Brendan Shevlin, previously banned as a member, be allowed back to re- join the Club. Board will review his membership application when it is received.
11.6 Club computer back up. Some of the Board members recently attended a demonstration of a ‘cloud’ computing system with security and remote access for authorised people. The cost of the system is $500 set up with monthly fee of $9. Motion ‘To adopt the “Sharepoint Solution” as the basis for the Club computer systems.’ Moved S. Biar, seconded K. Heagney, carried.
11.7 Proposal to send invitations to local sporting clubs and community groups to use the Club facility off bowls season. James to follow up and provide details of the concept to next Board meeting.
11.8 Bar pricing. Motion ‘The Board to approve excise increases for August and February prior to increasing bar prices.’ Moved J. Lane, seconded W. Lock, carried.
11.9 Board to review new till system with members reward system and processing all Club income. Kevin to follow up and report prior to next Club annual meeting.
11.10 Suggestion the Club purchase a golf buggy for use by members.

NEXT MEETING: Tuesday 27th March 2012 @ 7:15pm
MEETING CLOSED @ 10:50pm

MINUTES OF BOARD MEETING
Held at the Club Rooms
Monday the 12th of December 2011

Attendees: K. Heagney – Secretary, S. Biar – Chairman, P. Ingvarsson – Board Member, P. Marshall – Bowls President, L. Hunter – Treasurer, J. Lane – Vice Chairman, P. Lalor – Golf President, W. Lock – Board Member.

1. Chairman Simon Biar opened the meeting at 7:15pm.

2. Business arising:
I. None.

3. Correspondence In:
I. NEC Broadband for Seniors program, survey for completion. S. Biar to action.
II. Bayside Council, premises audit report. There are several maintenance items to attend to: replace damaged tile in kitchen bench splashback, removal of carpet tiles in bar area, sealing of concrete floor in bar storage area. M. Burrell to action.
III. Confirmation of Club uniform grant of $1000.

4. Correspondence Out:
I. Email to finance auditor, Goldberg Abrahams, from S. Biar.
II. Letter of complaint to Institute of Chartered Accountants.

5. Bowls Report:
I. Committee has issues with timely reports for accounts and members list and is
requesting improve this reporting situation to support accountability for the
new year. L. Hunter to action.

6. Golf Report:
I. Lock Kyriakos Plate has been won by Arthur Hartley.
II. Presentation day was held on 11.12.2011 which was well attended and enjoyed by all. The raffle raised $400.
III. Have two new members joined.

7. Greens Report:
None.

8. Funtions and Sponsorship Report:
I. Have a lead for possible advertising sign sponsorship from a casual bowler.
II. Request to have twilight banner moved to the opposite side of the front entry gate to allow better viewing of the fence signage from the road. Board agreed to the move, J. Lane to action
III. There have been some enquiries for New Years eave parties which functions manager will not be able to cover. J. Lane to action.
IV. There is a web based company which is requesting to offer vouchers for casual bowling. Board discussed and agreed there was no benefit for the Club, no further action.
V. There has been an expression of interest from Foxtel to film an advert between Christmas and New Year. J. Lane to follow up.

9. Treasurers Report:
I. Due to the Club Treasurer being unavailable for the past four weeks due to his requirement as a witness in a legal trial, a detailed report is not available.
II. Income is being banked weekly and bill payments are up to date.

10. Membership Secretary Report:
New Golfers: Andrew Powell.
New Bowlers: Michael Pierce, Brian Ponton.
Motion: Members who have lapsed more than twelve months, to complete and submit a new membership application form. Moved S. Biar, seconded P. Marshall, all agreed motion carried.

11. General Business:
11.1 Motion: The auditor draft financial report for 2010, be approved. Moved S. Biar, seconded P. Ingvarsson. All agreed motion carried.
11.2 Sewer blockage has been cleared of an obstruction in the boundary shaft. Cost was approx. $200.
11.3 Flexible banners for the road green shelters. Prices $406 for 1.7m x 2m and $204 for 1.8m x .6m. Motion: To purchase three 2m x 1.7m banners for Functions, Golf and Bowls. Moved B. Lock, seconded P. Marshall. All agreed motion carried.
11.4 Death Notices for members was discussed. Motion: Death notices for members to be posted in an newspaper for current financial members for the current financial year. Moved P. Marshall, seconded P. Ingvarsson. Motion carried.
11.5 Club shirts/uniform. J. Lane action is ongoing.
11.6 Expelled member, Brendan Shevlin, is requesting his position be reconsidered for return to Club membership. Discussion agreed that the Board of Management will consider any recommendation received from the Golf committee in regarding this matter.
11.7 Insurance. Motion: To accept the quoted policy, $360, from Fenton Green to cover Club members who may make a claim due to loss whilst undertaking duties for the Club. Moved S. Biar, seconded K. Heagney. All agreed motion carried.
11.8 Club computer back up. S. Biar reviewed Club requirements provided options: 1. Online service $360/year. 2. Online service $9/week.
S. Biar to arrange a presentation with a provider to demonstrate to BOM members.

NEXT MEETING: Wednesday 8th February 2012 @ 7:15pm
MEETING CLOSED @ 9:40pm

MINUTES OF BOARD MEETING
Held at the Club Rooms
Monday the 24th of October 2011

Attendees: K. Heagney – Secretary, S. Biar – Chairman, P. Ingvarsson – Board Member, P. Marshall – Bowls President, L. Hunter – Treasurer, J. Lane – Vice Chairman.
Apologies: W. Lock – Board Member, P. Lalor – Golf President.

1. Chairman Simon Biar opened the meeting at 7:20pm.

2. Business arising:
I. S. Bair advised the minutes of the previous meeting has not included the new members approved at that meeting and moved that; the minutes of the previous meeting be accepted, and the members accepted at that meeting, to be included and noted in the members report for this meeting.

3. Correspondence In:
I. NEC advice of the extension of the Broadband for Seniors program, including the monthly subsidy for internet connection.

4. Correspondence Out:
I. Response provided to the auditor, Goldberg Abrahams, to their draft report.

5. Bowls Report:
I. Letters from Treasurer Fay Scott regarding lack of information from the Club with details of financials of the Bowls section and acknowledgement that a book with the relevant information, copies of the ‘pay in’ slips, has now been provided.
II. The issue of the accountability for membership payments, recording list, procedure and process with audit trail and security was raised.
The current process was advised and discussed. Liam Hunter will review and advise the Board of possible changes which can address the questions raised.
Simon Biar will update the current membership form to include the tick boxes for the actions required of the Secretaries when processing.

6. Golf Report:
I. Tony Douge has won the A Grade championship.
II. Liam Hunter has won the B Grade championship.
III. Arthur Hartley has won the C Grade championship.
IV. Club best Nett is Liam Hunter.
V. The store room, located at the Golf Shop, used by the Cub for storage was broken into and with a stock of Club ball stolen, valued approximately $300.

7. Greens Report:
I. The new vacuum has been purchased for cleaning the Clubhouse green.
II. It has been requested that a notice be posted to members, to advise that they approach the Greens Director regarding any queries they may have about the greens. This is to avoid incorrect information being provided any conflict regarding use of the greens.
Roadhouse Green – The green is running at approximately 14 seconds and is all good.
Clubhouse Green – Has had an issue with moss growing on the surface and is being treated with chlorine to kill the growth.

8. Funtions and Sponsorship Report:
Functions.
I. The kitchen hire enquiry has gone elsewhere. Could I please have some figures in case it arises again: One day 9.00 – 5.00 including bringing a fridge What about 2 days? Is it double?
II. Receiving enquiries from companies that will advertise the club on their Websites –  maybe offering casual bowling specials. The website takes a percentage. Personally not usually in favour – not convinced that it is in our interests. I have agreed for one rep to see me next week about it.
III. Very few private parties this season compared with last year but business bookings going quite well – November and December bookings attached.
IV. Casual bowling banner is being updated. I should collect tomorrow from Sandringham Printer.

Sponsorship.
V. Final diary figures: total advertising $1425 + GST. Printer costs including GST
$823.35. Profit $601.65 (50% to Function Manager)

VI. Advertising Boards:
• Brighton Holden. Hoping to see new sign up this week.
• Currently following a lead from James re IOS in Martin Street
• My wording for a temporary sign: CASUAL BOWLS FUNCTIONS 0425 764580. Also need wording for Bowls sign and Golf sign.
VII. Could we replace the kitchen bin with the broken lid. (Not acceptable to have food scraps not covered.)
Discussion.
I. Future enquiries for lease of the Kitchen by any commercial operators will be dealt with on their own merits and assessed by the Board.
II. The Board agreed they are not in favour of advertising on other web sites with possible future charges.
III. Simon will follow up possible banners for the road green shelters promoting the Club.
IV. Motion: The function manager to have authority for $100 spend per month for sundry expenses. Moved P. Marshall, seconded S. Biar. Motion accepted.

9. Treasurers Report:
I. Financial report presented to the Board with current month and year to date profit and loss and balance sheet.
II. Liam advised that since he is new to the Treasurers position, he will monitor the current process over the next few months and report to the Board and recommendations for review.
III. Liam will review the recommendation of the last meeting to deposit $50k into a term deposit fund and make his report to the Board at the next meeting.

10. Membership Secretary Report:
New Golfers: Scott O’Brien, Ryan Rudge, Wayne Slater.
New Bowlers, includes members approved at the previous meeting: Marnie Woodall, Rosalie Tomaszewski, John Cosgriff, Robyn Lee, Paul Serin, Steve Butler, Terrence Pierce.

11. General Business:
1 James Lane is reviewing at options for updating the clubhouse furniture.
2 There is a problem with the toilets on the road green not flushing cleanly. Discussion recalled the previous problem was a blockage requiring a water jet blaster to clear the problem.
Motion: To allow spend up to $500 if water jet is required to clear a blockage. Moved S. Biar, seconded J. Lane. Motion approved.
11.3 It was discussed that Club computer security be upgraded to prevent the loss of data.
Motion: Club purchase a hard disc drive for computer back up and a procedure written for the back up process. Moved S. Biar, seconded P. Ingvarsson. Motion approved.

NEXT MEETING: MONDAY 12th December 2011 @ 7:15pm
MEETING CLOSED @ 9:50pm

MINUTES OF BOARD MEETING
Held at the EPSC Club Rooms Tuesday 2nd August 2011

Attendees: Simon Biar – Chairman, Peter Neale – Treasurer, Lou Myers – proxy for Bowls President Peter Marshall, Arthur Hartley -proxy for Golf President Peter Lalor, Peter Invarsson, Kevin Heagney – Secretary.
Apologies: James Lane, Bill Lock

Chairman Simon Biar opened the meeting at 7:25pm.

Previous Minutes:
Previous minutes reviewed.
Motion put to accept the previous minutes.
Moved Peter Ingvarsson Seconded Kevin Heagney. Accepted.

Correspondence:
In
Email from NEC – Broadband for seniors.
Quote for duct cleaning from Doctor Cleanduct.
Estimate for accounting audit from Boyer Partners.
Draft Audit for 2010 from Goldberg Abrahams.
Quotes for overhead projectors.

Out
Email reply to NEC agreeing to extend the broadband for seniors
program.

Bowls Committee Report:
No Report

Golf Report
Liam and Scott Hunter have won the Presidents Plate.

Greens Report
Have approved the selection of the new roller for the greens.

Membership Report
New members accepted: Bob Bird for Bowls and Golf
Janelyn Lewani for Bowls

Functions and Sponsorship
Functions
1. Summary of functions for 2011 year end provided.
2. Queries regarding contractor support for PROBIS monthly meeting and Halls for Hire website advertising offer.
It was discussed that Halls for Hire was not a satisfactory service for the Club and the functions committee will look into possible local council sites to list the Club for hall hire.
Motion: The contractor be paid a flat fee of $15 for associated support of PROBIS monthly meeting.
Moved Simon Biar, seconded Arthur Hartley. Approved.
Motion: The contractor be paid a flat fee of $50 per month, commencing 01/07/2011, as reimbursement for personal telephone use.
Moved Simon Biar, seconded Peter Ingrarsson. Approved.
Sponsorship
1. List of sponsors, engaged for the 2012 diary, provided. Value of diary sponsors $1225, cost of printing $approx $600.
Motion: Club to pay contractor 50% of diary sponsorship profit as fee.
Moved Simon Biar, seconded Kevin Heagney. Approved.
2. Advertising Boards.
McDonalds, Elsternwick Physiotherapy and Caulfield RSL have paid rental.
Brighton Holden and Optical World are indicating they will proceed, subject to arranging signage.
Quotes for temporary Club signs $660, can vary according to graphics.
It has been suggested the Club provide three signs for the eastern fence to promote the Club, to be removed when ongoing sponsors are engaged.
Motion: Three signs, for Bowls, Golf and Function Hire, be purchased by the Club for approx cost of $600ea.
Moved Simon Biar, seconded Peter Invarsson. Approved.
3. Bendigo bank have agreed to sponsorship for shirts for $5,000 and have paid $2000 first installment.
Lou Myers with John Bell will follow up possible shirt manufacturers for suitable products for presentation to members.

Treasurer’s Report
June BAS lodged and paid.
Account balances. Cheque $69,198. Sandhurst $72,096. Term deposit $31,240.
Draft Auditors 2010 report tabled. Treasurer and Secretary to review and respond to any queries raised.
The AGM passed the change to the financial year, now to be from 1 July to 30 June. It is agreed the 2011 financial year end 30 April 2011 and that the 2012 year be extended to fourteen months to 30 June
2012.
Motion: To extend the 2012 membership to 30 June 2012 at no additional cost to members.
Moved Lou Myers, seconded Simon Biar. Approved.
The treasurer and secretary have reviewed the greens director recommendation to replace the aging light greens roller with a new roller to cost $6900.
Motion: The Board approve expenditure to purchase the new roller for $6900.
Moved Peter Invarsson, seconded Lou Myers. Approved.

General Business
Motion: The quote provided to clean the gas heaters and air-conditioning ducts, $770 be accepted.
Moved Simon Biar, seconded Peter Ingvarsson. Accepted.

NEXT MEETING: Tuesday 6th September 2011 @ 7:15pm
MEETING CLOSED @ 9:30pm

Held at the EPSC Club Rooms

Tuesday 14^th June  2011. 7.05pm

Opening and Apologies.

Present S. Biar, P. Lalor, C. Mannix ,J. Lane, K. Heagney , P. Ingvarsson, P. Neale

 Apology P. Marshall, B. Lock.

 Welcome to new board members here tonight P. Ingvarsson and Peter Neale and welcome back B.Lock.

 Minutes of last meeting.

6^th April 2011

Minutes

Motion; S.B

Seconded P.L.

 B of M approved.

 Correspondence Out.

Bayside / Altona Leisure . May 2011– Re trees growing though fence.

Has been inspected by golf course staff and awaiting reply

Reminder letter to be sent again.

Board band for seniors .Yes that we would like to carry on program .

Correspondence In .

Liquior License for late night trading in July 2011 – C.M.

Community Cup day 20 car park spots donated.

———————————————————————————————-

Golf Section.

 Pennant has finish 3^rd in section 5 this season hoping for increase in players numbers.

2nd club major, Foursome won A . Fielding and P .Lalor .

12/6 /11 EGC defeated lakeside by a point to hold the Lake Wick shield 3^rd year out of 4,

A .Hartley had the score of 37 points for the game.

———————————————————————————————-

Bowls section.

Clubhouse green Thursday bowls 40-50 people turn ups for game .

Saturday 20 + people but could be better supported.

Clubhouse green damage from March storm, J.L to arrange for Allen Berry to get letter of thanks for helping with repairs.

Reminder K.H .

April meeting.

Replacement light roller for grass green K.H to investigate price of new and 2^nd hand roller .

Motion; S.B The B of M authorises K.H look at prices for light roller and if a reasonable price he may purchase the light roller .

Seconded P.M 

B of M approved.

———————————————————————————————-

New Members.

Marnie Woodall – Social bowls member 2011-12 Steve Hamilton-Social bowls member 2011-12. Don Welsh – full golf member 2011-12

Bob Bird – full golf –bowls 2011-12.    Janelyn Lawani – full bowls 2011-12.

Shirley McGirr – full bowls 2011-12.      Bill McGirr – full bowls 2011-12.

Approved.

Motion .K.H

2^nd P.I .

B of M approved.

———————————————————————————————-

Functions.

June proving to be a quiet month for events.

Motion; K.H.

Function manger has discretion to offer special deals during quieter periods

2^nd P.L .

B of M approved.

———————————————————————————————-

Sponsorship.

Bendigo Bank waiting for invoice.

C.M still sourcing sign cost.

Hire a tradesman has taken a sponsorship of bowls score cards.

Motion; J.L.

Seeking sponsors for club diary * Offer to all members 50% off cost of full and half page ad in club diary and no charge to put your company name in book.

2^nd S.B .

B of M approved.

———————————————————————————————-

Treasurer report.

Slowly doing change over between P. Neale and Kevin Heagney .

———————————————————————————————-

General Business.

***B of M to arrange setting up a fund to upgrade kitchen cupboards and floor covering.

Motion; C.M

Seconded S.B .

Motion defeated.

***Membership cards being made and members will be given a card to be shown at bar etc.

Changes to club constitution over last few years to be bought up to date by K. Heagney

***Death Notices – the B of M have discussed this issue as bought up at the AGM .

The B of M believes the cost of placing a death notice in the daily papers is too expensive a burden on the club and considers there are better ways to honour our members.

The B of M is considering the following and letters of feedback would be gratefully accepted.

A levy be added to all club members and kept as a separate fund.

That the club would arrange a notice at the club accompany by  a photo of the member as well as send a notice out to all members via a email also there would be a mention on the club website, and a online copy in The Age and Herald Sun.

***Overhead Cover to be arrange for BBQ and replacement tables and chairs for hall to be price .

J.L and K.H to look at prices and choices.

***B of M is looking and would consider any ideas to help member increase.

Please write out specific ideas and pass to the B of M.

—————————————————————————————————————

Next meeting 26^th July  7pm

Meeting close 9.00pm

Held at the EPSC Club Rooms

Wednesday the 6^th of April 2011

Opening and Apologies.

7.30pm Present Marshall, S. Bair, P.Lalor, C.Mannix J.Lane, K.Heagney.

Apology A.Lesssels.

Minutes of last meeting.

Copies of finical items given to members of board.

Minutes

Motion; S.B

Seconded P.M  B of M approved.

Correspondence In / Out

Bayside re Liability /insurance. - Copy sent of insurance policy.

Bendigo bank re Sponsorship. K.H to arrange account details

Vic health, no grant re golf carts.

Rowland house re damage to green. Arrange for Quote for green.

Golf Section.

Rain has effect playing of games, which is also affecting financial costs.

Pennant has started very hopeful this year.

Players enjoyed they trip to Rosebud.

Bowls section.

Clubhouse green damage from March storm, J.L to arrange for Allen Berry to give quote for repairs.

Replacement light roller for grass green K.H to investigate price of new and 2^nd hand roller.

Motion; S.B

The B of M authorises K.H look at prices for light roller and if a reasonable price he may purchase the light roller . Seconded P.M  B of M approved.

Members.

Dean Wilson  – Social member 2011-12

Sam Hickmer  – Social member 2011-12

Approved.

M.C tabled member’s benefits and documents for sponsorship

Motion .K.H

Social member not entitled to use greens .

2^nd P.M . B of M approved.

Functions.

See copy attached

Motion; J.L.

BBQ hire $30 per function

2^nd S.B . B of M approved.

Motion; K.H.

Function manger has discretion to offer special deals during quieter periods

2^nd P.L . B of M approved.

Sponsorship.

Bendigo Bank have offer us $600 0ver 5 years with $2000 first year.

Discussion re shirts for bowls /golf pennant teams.

Sub committee to look at shirts costs and styles

See attachment for offers of sponsorship.

Treasurer report.

$74000 in trading / cheque account.

Bookkeeper has updated all finical dealings and accounts of club.

March BAS only outstanding dealings with ATO no fines etc .

2009/10 finical reports with Auditors.

Getting wish list quotes for equipment need by club.

General business.

Membership cards being made and members will be given card to show at bar etc.

LED advertising sign discuss

letter from M.Burrell re R.Banks behaviour to fellow members.

B of M has ordered letter to R.Banks asking him to apologise to Sue Ann Jamieson for his behaviour club will fine him $20 for future misbehaviour.

Future misbehaviour wont be appreciated and letter of apology to be sent before AGM.

Security pads motion sensors and smoke detectors need repairing

Motion; S.B

Security pads etc need upgrading J.L to arrange quote and organise works

Seconded P.M . B of M approved.

AGM notices to be put up for board positions for AGM 21^st May 2011

Bowls 11.00am

Board of Management 12.30pm

Notices also to be put out re changes to constitution and explanations

re 18.3 – 18.6 -29.1 – 29.2.

Next meeting 17^th May 7pm

Meeting close 11.00pm

Held at the EPSC Club Rooms

Thursday the 27^th of January 2011

Attendance:     Simon Biar Chairman, Kevin Heagney Treasurer, James Lane Secretary, Peter Marshall Bowls President, Peter Lalor Golf President, Chery Manix Functions Manager.

Minutes of the last meeting were tabled and accepted.
Moved – Peter Lalor    Seconded – Peter Marshall.

No business arising from the previous minutes.

Correspondence
In:        General supplier accounts
Food licence renewal certificate from Bayside City Council.
Letter from Lyn Laughton, requesting refund of her social bowls membership.
Report and letter from Anne Agazio, from Momentum Bookkeeping.
Request from Gourmet Mumas for kitchen hire with their schedule for the coming  year

out:      Application for government grant for Golf section.

Discussion

• The request from Lyn Laughton was discussed with the following motion put

‘Members are not entitled to a refund of membership fees paid unless under exceptional circumstances at the discression of the Board of Management’
Moved – Peter Marshall          Seconded – Simon Biar
Motion passed.

The report from bookkeeper was discussed with reference to minute keeping procedures,  improvements recommended for reporting of income and expenditure to treasurer.

Motion put to meeting
‘kitchen hire for Gourmet Mamas to be $220 per week and their schedule is accepted’
Moved – Simon Biar    Seconded – Peter Lalor
Motion passed.

Golf Report
Trophy presentation in December was attended by 60 – 70 people. It was a very good day and enjoyed by all who attended. Thank you to Chery Manix for assistance at the Bar.

Greens Report
Road green is going well, pace of green up to 16 seceonds.
There has been issues with ‘dumpers’ damaging the green, bowlers need to be advised to take corrective action if this continues to occur
There was a situation recently where the Wednesday Twilight bowlers were bowling North-South, this goes against written procedures listed for all members and disrupts effective maintenance and management of the greens.
The Club House green was sprayed for moss control this week, it takes up to two weeks to be completely effective.
There needs be more effective management of Duty rinks for pennant bowls, members must take note of their responsibilities and make themselves available when nominated for duty.

Discussion

• Peter Marshall to advise bowls members of responsibilities around the Club regarding use and care of the greens.

Membership
New members:           Noel Fogarty – Golf, Jan Di Pietro – Bowls, Rosanna Wilcox – Social Bowls

The membership sub-committee will meet in the next week.

Functions Report
1.      Summary of Gross Income August – December 2010 – see separate sheet
•       EPSC $40,938.85.  Functions Manager $5,769.61
•       Objective is to increase the figures
•       My feeling is that the prices are about right
•       This will impact on all volunteers
•       Is the synthetic green available for hirers during the winter?

2.  Twilight Social Bowls
•       Volunteer my services – for my benefit as well as EPSC.  Big time
commitment with receiving bookings/data base for instant communication
with social bowlers.
•       Cleaning for Wed night is an issue for me (I accept the need to clean
for my functions).  Bowlers could assist – chairs in, put away
tablecloths, wipe crumbs from tables and chairs etc but at the moment
Sunday functions are an issue.

3.  First calls have been made to some of the businesses with advertising
boards in the drive way.

4.  Draught beer/Temprite system – a work in progress to manage effectively.

5.  Cover for barbecue area.
Has a professionally installed waterproof cover been considered?  Could
this be added to the wish list.

Discussion

• Winter use of the green by membership will be Thursday’s and some possible limited Saturday use.
• Trial suggested to putting out rubbish and recycle bins for functions and pennant bowls.
• Service technician has adjusted the gas in the beer temprite coolor, will moniter the system to determine if the problem is resolved.
• Designs and quotes for BBQ shelter to be provided to the next meeting.
• Membership fee for Hall hire and bar, the following motion was put

‘Hall hire fee for members functions is 50% of the listed fee and bar will be full non-members price and cleaning by hirer’.
Moved – Simon Biar    Seconded – Peter Marshall
Motion passed.

Sponsorship
Bendigo bank are in discussion with the Club over possible uniform sponsorship, James Lane is managing this matter.
Cheryl will follow up with securing sponsors of fence signs and in consultation with Kevin for Summit Holden and McDonalds, and James for Physio.

Treasurer’s Report
Past accounts have been sent to auditor.
BAS done to March 2010.
Update of myob system is progressing with bookkeeper. This will permit better reporting to members of Club finances for the various areas of income and expenditure. Sample profit /loss and balance sheet provided as provisional information to date.
Request for wish list for future budget requirements.

General Business

• Membership cards was raised as a method to identify members when attending the bar. Membership sub-committee to follow up with this matter.

• Simon will follow up on the quote for the digital LED sponsorship display.

• The new printer/photocopier/scanner has been installed to replace the photocopier.

• Simon will undertake to review the financial auditor for the Club and obtain quotes for the job
• Request from Peter Lalor for the Club to subsidise the $600 cost of bus hire for the Golfers Rosebud trip. The following motion was put to the meeting

The Club agrees to a ‘once only’ subsidy of half the cost of the bus hire.
Moved – Simon Biar    Seconded – Peter Marshall
Carried.

• Issues of Club reports from myob to be discussed at the next meeting.
• Elsternwick Park Womens’ Golf Club are requesting to hire the hall on 27th October for their 80th anniversary. James Lane proposed that, in line with the Club’s policy of supporting local sports clubs, the hall hire fee be waived for this event. All agreed.

Held at the EPSC Club Rooms

Monday the 6^th of Decmber 2010

Attendees:        S. Biar (Chairman), J. Lane (Secretary), K. Heagney (Treasurer), A. Lessels, P. Laylor (Presedent – Golf), P. Marshall (President – Bowls), L. Myers

Apologies: None

1.      Simon Biar opened the meeting at 7 pm.

2.      Minutes of the last meeting were approved.

3.      No Business arising from previous minutes.

4.      Correspondence  In

a.       Letter from Bayside City Council regarding various rates, lease and other costs.

5.      Correspondence Out

a.       Letter to Rowland House Bayside CC re food.

6.      Golf Report

a.       Murray Young won the Club Championship.

b.      Peter Lalor won the Kyriakos /Lock Plate.

c.       Annual Fund Raising Raffle (Melbourne –Caulfield Cup Double) raised  $1100

7.      Greens Report

a.       Top grass green playing well except when it pours down rain.

8.      Sponsorship

a.       Club having discussions with Noel Jones Caulfield re Major sponsorship.

b.      SB & Cheryl Manix to meet to discuss activities going forward. A package is being put together re sponsorship, with contact/letters to compaines with existing signs on boundary fence, to discuss renewal and ongoing support.

c.       KH to visit MacDonald’s.

d.      Auditor Goldberg/Abrahams to have fence signage provided gratis in exchange for Annual Auditing of Club books.

9.      Treasurer’s Report

a.       Outstanding BAS statement & Annual Statements expected to be completed mid- to late January.

b.      KH advised board that revenue this year has dropped due to inclement weather. Expectation is that expected reduction of $1500 in greens fees revenue.

c.       Currently $59,000 in trading account.

d.      The new Debit card for bar purchases is working well.

e.      Concerns were raised regarding possible fines from ATO related to late lodgement of BAS statements and negative feedback from suppliers regarding late or outstanding payments.

f.        KH to arrange 2 full days with Bookkeeper to get these matters up to date before the next Board Meeting.

g.     KH committed to table a financial report at next meeting.

Motion: KH to hire a bookkeeper to help KH sort current situation with financial records before next board meeting. Proposer: S. Biar Seconded P. Lalor. Motion passed.

10.  Membership.

a.       75 fully paid up members.

b.     BOM to set up a subcommittee to determine entitlements and others matters related to membership (eg. Cost of Hall Hire for Members)

11.  Functions Manger

a.       Inclement Weather has affected functions .

b.      Major outside event on Friday Dec 16^th. Volunteers needed.

Motion: If a booking is cancelled the $50 booking fee to go to the Function Manger to cover any expense and time. Proposer: S. Biar Seconded: K. Heagney. Motion passed.

12.  General Business

a.       New cards to be printed for all club members which are to be shown at the bar etc.

b.      PM bought up smell of toilets, KH informs works should completed by Xmas 2010. Cleaner to be reminded of the importance in this area and signage to be put up as reminder.

c.       Elsternwick Club merger talks just rumours. No unofficial or official approach has been made.

d.      New lawn mower contactor has started.

e.      Xmas party to take place the same day as club bowls finals.

f.        JL will be replacing tiles in bar per Bayside CC inspection & arrange repair of flag.

g.       Gourmet Mamas close in December and return in January 2011 but will cut back use of kitchen to every 4 weeks.

Next Meeting: Thursday 27^th January 2011. 7pm

Meeting closed 9.00pm.